Position Description

The Program Coordinator serves as the principal administrative contact for the Office for Postdoctoral Fellows (OPF). The coordinator liaises with departments, schools, and the postdoc community. Reporting to the Director for Postdoctoral Affairs, the coordinator will manage programming, budgets, events, and the day-to-day operations of the postdoc office.
Program and Event Coordination:

• Primary administrator for all OPF events, programs, and technology.
• Reviews budgets, monitors spending, and advises on modifications of expenditures for all events.
• Organizes all event logistics: promotional materials, event registration, room set-up, scheduling, security, catering, speaker travel, parking, workshop description, photos, event title, speaker release, event evaluations from participants.
• Negotiates with hotels, caterers, vendors, and event co-sponsors; assigns and coordinates room reservations, AV, and other facilities on behalf of the program
• Sets up and staffs in-person events, and manages virtual workshops and webinars.
• Communicates with event participants, including tracking attendance, creating and scheduling reminders, and sending post-event evaluations

Office Management:

• Designs and creates all OPF and event publicity, printed posters, website, email newsletter, and event calendar.First point of contact for phone, email, and walk-ins. Manages shared office calendar for events and meetings
• Manages OPF resources and materials on multiple digital and analog platforms
• Manages office inventory, orders, and event supplies. Maintains and updates lending library . Manages all OPF purchase, payment, and invoice processes: payment requests, vendors, supplies, wire transfers, travel, etc.
• Manages all aspects of website including processing all uploads, files, interactive features, and graphic elements to ensure compliance with accessibility standards
• Oversees budget and administration of two HMS Postdoc Associations
• Other tasks as assigned

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Flexibility to staff events in the mornings and evenings as needed.
• Excellent organizational skills with a particular ability to prioritize work in an environment with multiple and conflicting interests.
• Proven project or program management skills. Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Competency using various computer software, including the Microsoft Office suite, Outlook, Adobe Suite

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values   
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.